Administrative Associate -P&T

Position: Administrative Associate 1-P&T
About the Job

Position Overview:

The Office of Faculty Affairs (OFA) serves over 5,000 faculty across 27 departments and is dedicated to cultivating a welcoming culture that drives excellence across clinical care, education, and research. OFA advocates the lifelong career development of faculty by providing a supportive working environment, meaningful guidance, effective training, and impactful resources.

The administrative associate position will coordinate promotion and tenure efforts within the Medical School, and manage and develop new faculty development programs mapped within faculty development competencies. Responsibilities will include: planning and managing program administration, producing and executing confidential documentation, developing and strengthening relationships with faculty at affiliate locations, gather, compare and analyze data to make recommendations for programming and business efforts, developing and implementing strategic communication plans for the myriad of office program offerings, and delegating administrative tasks to student workers for completion.

Job Duties /Responsibilities

60%:
Promotion and Tenure

* Manage of Medical School annual promotion and tenure processes, training, committees, and cycles.

* Manage the ongoing abbreviated dossier processes for advanced rank faculty.

* Oversee department submission guidelines, processes, and deadlines.

* Work with faculty to consult on promotional readiness, and review scholarly activities with track criteria.

* Review faculty CVs for appropriate rank and track appointments.

* Work with individual faculty members to prepare promotional dossier materials in preparation for department and college level reviews.

* Facilitate department promotion and tenure review meetings, conducting the faculty vote on promotional candidates.

* Review promotion dossiers for content and format, serving as primary liaison with 27 departments for procedural and content accuracy.

* Manage and serve as administrative support for the promotion and tenure committees.

* Produce, edit, and review all communications on behalf of the Dean and committee chairs.

* Liaise and train departmental staff members.

* Schedule and facilitate annual training sessions for faculty and staff.

30%:
Faculty Development

* Facilitate faculty development and mentorship programs, aligning within the faculty development competencies.

* Collaborate with subject matter experts to determine and recommend needs by assessing efficiency of delivery, communication and technology to enhance programming and implement new offerings; interpret data to forecast attendance.

* Recruit presenters, and facilitate the schedule of programs.

* Produce promotional materials for programs, adhering to university policy.

* Develop and create pre and post program materials in collaboration with faculty and presenters.

* Design, administer, and summarize evaluations for all programs.

* Coordinate and facilitate logistics and technology needs for all programs.

10%:
Communications

* Collaborate with leadership to develop, draft and implement policy and communications on behalf of the Associate Dean for Faculty Affairs in the Medical School.

* Ability to speak with faculty, leadership and staff with articulate and meaningful insight, oftentimes in public forums.

* Delegate responsibilities to student staff relating to meeting planning, staffing and execution.

* Develop content and update web and email communications.

Qualifications

All required qualifications must be included in the application materials

Required Qualifications:

* Bachelor's Degree or a combination of education and professional experience to equal four years.

* Computer experience in a networked environment, including experience with Microsoft Office Suite and Google Education Applications.

* Expertise with database management.

* Demonstrated ability to work as part of a team, but also able to work independently.

* Experience organizing and prioritizing multiple requests/tasks.

* Demonstrated discretion and ability to maintain confidentiality.

* Ability to work flexible hours when necessary.

* Experience developing, creating and maintaining Smart Sheets; to…